Accounts Payable Certification Practice Test

When invoices are submitted electronically via Supplier Portal, which statements are applicable?

1. A supplier can submit invoices against fully billed PO.

2. The invoice can be submitted in multiple currencies.

3. The invoice can be validated before submission.

4. Changes cannot be made post-submission by suppliers.

The correct answer is: Changes cannot be made post-submission by suppliers.

The correct choice indicates that once an invoice is submitted through the Supplier Portal, suppliers cannot make changes to it. This is a common practice in electronic invoicing systems to maintain the integrity of transactions and ensure a clear audit trail. Once an invoice has been sent, it is expected to be final and confirmed, reducing the risk of errors or discrepancies that can arise from post-submission changes. In a well-structured invoicing system, allowing changes after submission could lead to confusion, disputes, and potential compliance issues. Hence, the design typically ensures that suppliers double-check their invoices before submission and are aware that the invoice is considered final once submitted. This policy allows for the efficient processing of invoices within the accounts payable system while also protecting the interests of both buyers and suppliers. The other statements discuss various aspects related to invoice submission which may not align with this principle of finality after submission. For instance, allowing invoices against fully billed purchase orders or the capacity to submit in multiple currencies may depend on company policies and system capabilities but do not affect the finality of a submission. Similarly, the ability to validate an invoice prior to submission is a feature that enhances the accuracy of the invoice but does not relate to the inability to make changes after it has been submitted.